Writing Specifications: How Specific Should You Be?

1. Part 8: Writing Specifications Do I have to be specific about what I want?

2. Federal Procurement Roadmap

3. What is a Specification? A description of the product or service a user seeks to procure and a description of what a bidder must offer to be considered for an award… The goal with product specifications is to be: • Specific enough for vendor to provide exactly the product needed by the sponsor • But not so specific as to limit the number of vendors that can provide the specified product.

4. Elements of a Specification – Name of Product • Developing specifications for multi-ingredient, processed food products is more involved. • New products may require research or sampling before writing specification.

5. Elements of a Specification – Description of Product • A vendor will need a description of the product. • If specifying brand= must allow equal • When specifying a brand include: • Manufacturer’s name • Manufacturer’s name for product (e.g. rounds, triangles, etc.) • Manufacturer’s code number • Manufacturer’s pack size

6. Elements of a Specification – Case and Pack Weight How should the item be packaged and how big are the cases? Examples • 6/#10 cans • 4/5# loaves • Case not to exceed 25#

7. Elements of a Specification – Minimum and Maximum Size and Pieces • What is the Minimum Size? • What is the Maximum Size? Examples: • Minimum serving size 3.9 ounces • Maximum serving size 4.1 ounces • 6 nuggets per 5 ounce portion

8. Elements of a Specification – Main Ingredients Some possible examples: • Pinto beans • Black beans • Whole muscle white chicken breast meat • Natural proportion chicken meat

9. Elements of a Specification – Other Product Ingredients Some possible examples: • Whole-grain pasta • Whole-wheat flour • Spices • Emulsifiers • Vegetable purees • Thickening agents

10. Elements of a Specification – Prohibited Ingredients What ingredients are prohibited? Some possible examples: • Food additives • Artificial colors and flavors • Hydrogenated fat • Monosodium glutamate (MSG) • Assorted allergens

11. Elements of a Specification – Nutritional Standards What are the nutritional standards for the product? Some possible examples could include: • Pinto beans • Black beans combined must provide a 1.5 ounce equivalent for the Meat/Meat Alternate • Whole grain-rich tortilla must provide a 1.5oz equivalent for the Grains component for CNP

12. Elements of a Specification – Unit on which Award is Made How will you determine which company is offering the best price for an acceptable product? Some possible examples could include: • Price by the case • Price by the serving size • Price per pound

13. Elements of a Specification – Quality Indicators What are some quality indicators for a particular product? • Some food items are very basic and are either defined by their single-ingredient, such as iodized salt, or by their standard of identity, such as yogurt.

14. Elements of a Specification – Quality Indicators Cont. • Grade standards are USDA quality standards and are based on measurable attributes that describe the value and utility of the products. • Some states require grading on certain products • Many food processors participate in grading voluntarily

15. Elements of a Specification – Quality Indicators Cont. • Due to the diversity in the nature of produce products, specific standards have been established for individual products. • Including grade standards on the solicitation document specification ensures the quality of produce purchased will meet the needs of your nutrition program.

16. Elements of a Specification – Meal Pattern Requirements/Child Nutrition (CN) Label • Does the product contain certain meal components? • Does the product have a CN label?

17. Simple Specification Example • Description of the Product: Raisins • Product specifications: Dehydrated, regular moisture Thompson seedless, individual packages of 1.3 ounces, U.S. Grade A, small (1/4 cup serving) • Packaging: 50 individual packages per case • Quantity: 500 cases

18. Simple Specification Example • When would a simple specification like this be adequate? • Item only has one ingredient • Item already has a Standard of Identity • Item does not vary much between manufacturers

19. Complex Specification Example › Description of the Product: two-bean burrito on a whole grain-rich tortilla › Case Pack/Weight: 72 to the case; paper between layer; individual bulk pack; individually quick frozen (IQF), bulk case cannot exceed 22 pounds in total weight. › Minimum and Maximum Size and Pieces: 3.9 ounces and cannot exceed 4.1 ounces › Main Ingredient(s): pinto beans, black beans, and an individual whole grain-rich tortilla › Other Product Ingredients: product may include spices, emulsifiers, vegetable purees, and thickening agents › Prohibited Ingredients: product cannot contain dairy, beef, chicken, pork, fish by-products, or monosodium glutamate (MSG) › Nutritional Standards: pinto beans and black beans combined must provide a 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent and must include 50% whole grains by weight or have whole grain as the first ingredient for the Grains component for the National School Lunch Program; product must contain between 300-350 calories, must have less than or equal 35% calories from total fat, less than 10% calories from saturated fat, zero trans fat, and may not exceed 230 mg sodium. › Meal Pattern Requirements/Child Nutrition (CN) Label: CN Label preferred or product must meet 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent for the Grains component for the National School Lunch Program. › Unit on Which Award is Made: based on unit price for acceptable products › Quality Indicators: private label or manufacturer’s brands are subject to internal quality screening; golden brown color; ability to hold in warming cabinet for up to one hour

20. Complex Specification Example • When would a complex specification like this be adequate? • Item has multiple ingredients • Item does not have a Standard of Identity • Item varies greatly between manufacturers

21. What if I used a simple specification for complex item? • A burrito would be an example of a complex specification. A simple specification for a product like this could result in: When you really wanted this:

22. What if I used a complex specification for simple item? • An apple would be an example of a simple specification. This item has a single ingredient and besides grade does not vary much. A complex specification for a product like this could result in: When you really wanted this:

23. Do specifications apply to just food? • No! • Specifications apply to non-food items such as: • Office Supplies • Kitchen Equipment • Janitorial Supplies • Security • Marketing Materials • Phone plans

24. Sample Specification for a Kitchen Oven Description of the Product: Convection Oven ›Product specifications: Convection single deck; insulated door handles; glass window door panels; standard depth to fit 18”x26” sheet pans; stainless steel exterior 16-20 gauge, no. 4 finish; 4” insulation on sides, 2” on doors; automatic fan shut-off; ability to cook without fan; cook and hold feature; solid state control with digital display; energy star preferred ›Power Type: Electric 220/240 VAC single phase; quick disconnect ›Installation Type: 6” legs for floor ›Quantity: 1

25. Sample Specification for a Computer Description of the Product: Computer ›Product specifications: Minimum dual core 2.4 GHz (Intel i5 or i7 processor or equivalent); minimum 8 GB RAM, minimum 256 GB Hard Drive; Graphics Card with HDMI or DVI support; minimum 23” widescreen LCD with HDMI or DVI support; DVD re-writable drive; 3 year warranty ›Operating System: Windows 10 or equivalent ›Computer Type: Desktop, Mini Tower preferred ›Quantity: 1

26. Questions

27. Resources • USDA Agricultural Marketing Service (AMS) • Specifications for all USDA Foods products: • https://www.ams.usda.gov/selling-food/product-specs • Grades and Standards for American agricultural products: • https://www.ams.usda.gov/grades-standards • Institute of Child Nutrition • Procurement in the 21st Century, Product Specifications, page 79 • http://www.instituteofchildnutrition.org/ (click procurement in search box) • http://www.instituteofchildnutrition.org/ (click equipment purchasing in search box)

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